General Counsel & Risk Management for Your EventsEvent Coordinators' Network Brown Bag Lunch

October 25, 2016

Time is of the essence.

Will

Vendor Contracts

An agreement that binds the parties

to perform responsibilities.

• When are contracts required?

• When do contracts need to be reviewed?

• All contracts that:

• require Villanova to provide indemnification or insurance to an outside party

• involve members of the University community or third parties are engaging in

high-risk activities

• involve the use of Villanova facilities

• contain terms regarding intellectual property or trademarks, copyrights, etc.

• involve the lease or purchase of real estate

• involve Villanova providing off-campus educational programs

• Who can sign a contract?

• Villanova University Signing Authority and Contract Review Procedure (found by

searching ‘signing authority’ on the Villanova home page)

Vendor Insurance Requirements

• When is an insurance certificate required?

• Vendors on campus

• Venue contracts requiring Villanova vendors to provide insurance

certificates

• Vendors providing service requiring a special license

• Work that poses an environmental risk

• Vendors with access to Villanova’s network or data

• What are our insurance requirements?

• Caterers

• Entertainers

• DJs

• Audio Visual Companies

• Photographers

Serving Alcoholic Beverages

• If alcoholic beverages may be served at the

event, consider whether:

o For off campus events, the venue or caterer has a liquor

license and liquor liability insurance

o For on campus events, a catering or other permit may be

required

If alcoholic beverages will be served, is the event on campus or off campus?

On campus – Will there be any charge or requested

donation?

If the event is not at the VU Conference Center, a permitis likely required. Contact VU

Dining Services ASAP.

A liquor license or catering permit is likely not required.

Off campusThe venue or caterer must

have a liquor license/permit and liquor liability insurance.

Yes

No

Who can serve?

• No minors

• In PA, must be RAMP trained & certified

• Consider risks of illegal or irresponsible service

Transportation

• Does Villanova have transportation companies that are already

approved?

• When do I need to use a Villanova preferred or approved transportation

company?

• What are the criteria Risk Management uses to vet a transportation

company?

• US Department of Transportation Safety Rating

• Approved Insurance Certificate

• Signed Transportation Rider

Insurance & Risk Management Website>Transportation

Requirements>Preferred and Approved Transportation Companies

Participant Waivers

• Events with inherent risk of injury (moonbounces, carnival rides, athletic-type events) on or off campus

• Events with minors on campus• For any photos, videos, etc. that Villanova would like to use• Trips- Voluntary field trips, voluntary services trips, international trips• Participation in Intramural/ Club Sports• Participation in internships when the company requires Villanova to indemnify for

claims

Record Retention

• Minors (those under 18 years of age)- Signed by

participant and parent/ legal guardian- 50 years

• Non-minors- Signed by participant- 3 years

Other Topics to Consider

• Facility Use Agreements – Even if there is no fee or charge

• Waivers

• Notice to University Offices & Resources

For Events with Third Party Use of

Villanova’s Facilities

• Minors on Campus Policy – See University Compliance Office Webpage

• Child Abuse Reporting Policy – See University Compliance Office Webpage

• Training & Clearances

For Events Involving Minors

• Speaker Releases

• Participant Releases

For Events with Photography or

Videography

Questions?